Hey Brad. I'll hop on and chime in.
For the sake of time management I typically try and hold a few open houses when marketing my rentals. I't is a huge time saver allowing me to meet all potential residents but not have to spend a massive amount of my time setting up and going to rental appointments.
At the open house I bring a few things..
1. A stack of "we buy houses" business cards. I always try and work into the conversation that I offer a $1000 finders fee for any home I buy with everyone I meet.
2. A stack of rental qualification checklists with the specific requirements for the subject property. (Income Req's, Credit Score, and the like are all on the checklist) This will help politely weed out any potential applicants that do not qualify.
3. A stack of RID documents. (Resident Information Documents) This is a document that I came up with that is essentially a "soft" rental app. It gathers very basic information including "why are you moving", "what is your current income", "who will be living with you", and a number of other similar questions.
As potential residents enter the home I greet them, tell them to look around and suggest that they grab a business card and a rental requirement checklist from the kitchen counter. Before they leave I ask interested potential residents to fill in the RID so that I have some of their most basic information if they do choose to move forward.
By the end of one or two open houses I typically have a small stack of RID documents filled in by qualified residents and can begin following up with the most qualified prospects.
Another thing I like to use is a CRM to manage my small rental portfolio as well as relationships with contractors, vendors, etc. I'm not sure if you use a CRM or not but I've been using Realty Juggler and though it's not perfect by any stretch, its easy to use, works well for my small business and hits a price point at $99/year...
Anyway, great question. I definitely hope others chime in. I would love to hear about the systems/docs others are using in their businesses!